Secretary/Administrator

Job overview

The Developmental Paediatric Service has an opportunity for a Secretary/Administrator to join its existing team.  This is a dual role to provide comprehensive secretarial support to the Consultant Paediatricians and to provide administration support working as part of the existing administration team.  The successful candidate will be expected to demonstrate a flexible approach to meet the needs of the service.

To organise, provide and be responsible for secretarial and administrative support to health professionals within the department

To provide the first point of contact for all enquiries to the service, taking messages, being a point of contact for all queries for the service keeping appropriate staff informed.

To undertake office duties, processing of incoming referrals as per organisational policy, recording and processing these using systm1.

To oversee the administration of the clerical work of the department, allocating routine duties to others in the team e.g. the booking and sending of appointments, re-organising cancelled appointments, organising referral lists with knowledge of priority level as issued by the team lead.

To ensure all correspondence for the service is typed, allocated to clinicians or filed as required.

To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service

Main duties of the job

• To ensure that referrals are screened, and priorities highlighted to team lead
• To utilise, and support Band 2 staff to utilise, Systm1 for case management
• To provide and support Band 2 to provide, the first point of contact and reception function for all enquiries regarding the service and deal with general enquiries from patients, carers and other health professionals
• To assist in information collection for patients as requested by registered staff
• To oversee band 2 in provision of and to provide word processing, audio/copy typing, for team
• To be the first point of contact, responding to service user queries, concerns, requests for updated prescriptions, information and to feedback information from clinicians as appropriate
• To operate computerised system such as Systm1 as part of supporting patient management
• To type detailed, lengthy patient reports, school review reports, letters, Education health and care plans, safe guarding reports, memos and minutes and to design and format tables, forms and certificates as requested
• To be responsible for setting up all Clinics for service, the sending out of necessary appointments and the maintenance of a manual waiting and recall list
• Responsible for implementing and maintaining a centralised prescription database by using excel system
• To administer stock of office supplies, ordering equipment and maintaining records of goods ordered and received, as required by the service

Detailed job description and main responsibilities

Please ensure you have read through the attached Job Description and Person Specification before submitting your application.

Advertising date: 24th June 2025

Closing date: 7th July 2025

Shortlisting date: 8th July 2025

Proposed Interview date: TBC

Please note, this post may close earlier than advertised if a sufficient number of applications are received.